Executive Assistant & Board Liaison

## Description

**Job Title:** Executive Assistant & Board Liaison

**Department:** People Operations

**Reports To:**Vice President, People Operations

**Direct Reports / Supervises:** None

**Date:** 07/2026

**Classification:** Exempt

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**Role Overview:**

As the Executive Assistant & Board Liaison, you are responsible for providing high-level administrative, operational, and governance support to the President & Chief Executive Officer while serving as the primary liaison to the Board of Directors. You play a critical role in supporting executive effectiveness, facilitating sound governance practices, and ensuring the seamless coordination of Board, committee, and executive leadership activities.

Working with a high degree of professionalism, discretion, and independent judgment, you manage complex executive priorities, coordinate governance processes, facilitate communication among key stakeholders, and support the execution of strategic initiatives. You serve as a trusted partner to executive leadership by anticipating needs, managing sensitive information, maintaining organizational priorities, and ensuring executive and Board-related activities are executed efficiently and effectively.

You contribute to organizational success through exceptional organization, attention to detail, proactive problem-solving, and a commitment to operational excellence. This role requires strong communication skills, executive presence, sound judgment, and the ability to manage multiple priorities in a fast-paced and highly confidential environment.

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**Key Areas of Contribution:**

**Executive Leadership Support**

• Provide comprehensive administrative and operational support to the President & CEO.
• Manage complex calendars, appointments, meetings, travel arrangements, and executive priorities.
• Coordinate executive meetings, prepare agendas, compile supporting materials, and manage follow-up actions.
• Anticipate executive needs and proactively address scheduling conflicts, logistical challenges, and administrative requirements.
• Support executive decision-making through the preparation of reports, presentations, research, and briefing materials.
• Manage incoming communications and ensure timely and appropriate responses or routing of inquiries.

**Board Governance & Liaison Support**

• Serve as the primary liaison between the Board of Directors, Board Committees, and executive leadership.
• Coordinate Board and committee meetings, including calendars, logistics, agendas, and supporting materials.
• Prepare, compile, review, and distribute Board packets and governance documents in accordance with established timelines.
• Facilitate effective communication between Board members and executive leadership while maintaining confidentiality and professionalism.
• Support the annual Board governance cycle, including meeting schedules, elections, appointments, and Board development activities.

**Board Meeting Administration & Corporate Records**

• Attend Board and committee meetings as required and prepare accurate, professional meeting minutes.
• Maintain official Board records, resolutions, committee documentation, governance files, and historical archives.
• Track Board motions, approvals, action items, and follow-up commitments to ensure timely completion.
• Ensure governance records are organized, complete, and maintained in accordance with regulatory, legal, and organizational requirements.
• Coordinate document retention and record-management practices related to Board governance.

**Executive Communications & Correspondence**

• Draft, edit, and coordinate executive correspondence, presentations, reports, announcements, and communications.
• Review documents for accuracy, consistency, clarity, and professional presentation.
• Serve as a professional point of contact for Board members, executives, business partners, community stakeholders, and regulatory contacts.
• Ensure confidential and sensitive communications are handled appropriately and securely.
• Support executive messaging and communication initiatives as needed.

**Strategic Planning & Project Coordination**

• Assist executive leadership in coordinating strategic initiatives, organizational priorities, and key projects.
• Support project planning activities, timelines, meetings, deliverables, and status reporting.
• Track action items, milestones, assignments, and deadlines across executive and Board-related initiatives.
• Conduct research and gather information to support executive and organizational decision-making.
• Help ensure accountability and follow-through on strategic priorities.

**Regulatory, Compliance & Governance Support**

• Support governance activities in alignment with organizational policies, bylaws, regulatory requirements, and governance best practices.
• Assist with preparation for audits, examinations, regulatory reviews, and governance assessments.
• Maintain records and documentation required for governance, compliance, and regulatory purposes.
• Monitor governance-related deadlines, reporting obligations, and required filings.
• Escalate potential governance, compliance, or procedural concerns as appropriate.

**Event, Meeting & Executive Logistics Coordination**

• Coordinate executive meetings, leadership retreats, Board meetings, strategic planning sessions, and special events.
• Manage meeting logistics, venue arrangements, technology needs, catering, travel, and accommodations.
• Ensure materials, presentations, and meeting resources are prepared and distributed in advance.
• Support the professional execution of executive and Board-related events and activities.

**Confidential Information Management**

• Handle highly sensitive organizational, personnel, financial, strategic, and governance information with the utmost discretion.
• Protect confidential records and communications through appropriate security and record-management practices.
• Exercise sound judgment when responding to requests for information and determining matters requiring executive attention.